Administrative Assistant

Reporting to the Registrar, the Administrative Assistant is responsible for administrative support for the Enrolment Leadership team and supports key activities of the Admissions and Registrar’s Office. Directly supporting Enrolment staff, they ensure activities can be executed in a timely and efficient manner with the aim of supporting recruitment, admission and retention efforts of the University. 

This position is also responsible for supporting the administration of the Admissions and Registrar’s Office budget, maintains departmental files, databases, and records systems, and coordinates office logistics and office inventory. This position serves as back up to various Registrar’s Office positions such as Student Service Coordinators to ensure seamless service experience during peak times or as required.

Position Responsibilities

Annual Activities

• Manage the Registrar’s calendar, scheduling, and meeting logistics. Coordinate appointments, prioritize requests, and support daily schedules. Serve as primary contact for inquiries to the Registrar’s office. Screen requests, redirect appropriately, and resolve routine matters. Provide support to the Registrar for unit projects, events or initiatives, monitor progress and provide reminders or status updates.
• With direction from Registrar, organize departmental meetings and prepare agendas and minutes. Ensure documentation, action tracking, and distribution to participants.
• Responsible for various administrative processes to contribute to smooth day-to-day functioning of the department or service area. Liaise with internal university offices, and draft routine correspondence, emails, and internal communications as needed.
• Maintain confidentiality of personnel, student, and operational information. Apply appropriate discretion in all administrative work.
• Maintain records of international agent contracts and commission; monitor and track the recruitment of international students through agents for commission and University budget predictions/expenditures and future recruitment.
• Support shipments of culturally appropriate materials through the correct channels for international fairs.
• Coordinate the processing of various annual mass mailings from the Registrar’s Office to prospective students, high schools, international schools, agents and embassies, including Viewbook mailout to all other Canadian post-secondary institutions and high schools as well as selected international institutions.
• Provide administrative support for recruitment and admissions activities and events, supporting logistics, materials, registrations, and communications arrangements, attend regular Admissions team meetings. 
• Working with the Systems Analyst compile information for reports for leadership, mailouts and recruitment initiatives.
• Under direction of the Admissions Counsellor-Student Information Systems and MarComm support logistics regarding publications; troubleshoot with printers on delivery and print matters as needed, and coordinate and maintain inventory control of all recruitment SWAG, publications and print materials.

Budget

• Under direction of Registrar or their delegate(s) monitor Admissions and Registrar’s Office budget, prepare and maintain spreadsheets for accurate forecasting, and flag unusual or unexpected activity for follow up. 
• Prepare quarterly reports for Registrar and Associate Registrars for fiscal planning purposes.
• Co-ordinate all departmental ordering, and log expenditures, purchase orders, invoices and office supplies as needed.

Other Duties

• Coordinate use of office space, storage, equipment, and workstations.
• Coordinate onboarding and offboarding including liaising with Computing Services and systems analyst to coordinate staff security access to recruit, shared drives, computers, phones, etc.
• Maintain a repository of procedural documentation. 
• Provide appropriate support as needed during peak times in the student life cycle. 
• Comply with university policies and procedures, including established processes for finance, privacy, and records management.
• Perform other duties as required.